| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Check-in / updates | Discuss meeting frequency in July and August | | 2:30-3:00pm (30 mins) | All | Discovery is working on their first decision page - Primo branding TSELG didn’t meet but Xiaoli created a spreadsheet to track who intends to do training. No one has expressed interest. Lisa is forwarding the training email to her team just in case there’s interest and to know what’s happening in general. Liz too. Elizabeth reported on their investigation into ILL broker and document delivery options. Interest in harmonizing on a fulfillment network. Elizabeth will send the link to their decision page to Discovery. Alt access group may also be affected, and ER will reach out to them as well. We've all been speaking with our local teams and are waiting on some Ex-libris responses to our questions, but our group is seeming to lean towards option 1 for Vanguard. Digital Collections: review of systems (DAMS, etc). Calisphere folks have been joining in. Lots of people are doing Alma Essentials training - though no one is using an ILS! We created a draft vision statement which we can share M or T. Lisa: Acq-ERM - finished pages and show-and-tell on ledgers, funds, and budgets. Interest in a broader show-and-tell? Some questions about non-vanguard campuses and how they will participate in testing. Vision statement is almost ready. Doing consulting on migration forms to make sure everyone’s comfortable with what they submit. Danelle: Brainstorm Revisions SILS Implementation Just FYI a list of concerns. We don’t have any decisions that we’re looking at yet, so these are just some of the areas where we have concerns and are hoping to get addressed by working with some of the other teams. Met with ComLeads and we had a lot of concerns about the communication process in terms of how we’re supposed to be working more closely with Discovery or Rare Book cataloging. We’d like to invite FG Chairs to come and be part of that meeting, so they can feel like the issues that are important to SC are interfaced. ASCELG has many members on the special collections CKG and EM pointed out her group also has many members. EM is setting up a series of “chair mini meetings” to make connections with other groups- would be happy to do this with ASCELG. Caitlin: What should Escalation LGs be looking at? → follow up with ELGs. Liz R: what about the RLF group - members pushing for a meeting between the two groups. What point should that start? RLF group is bringing a recommendation and charge to SGTF. The group will make a recommendation about where they should be placed in the SILS Phase 4 governance.
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| 2 | Timeline Review | Awareness of upcoming activities Discuss meeting frequency in July and August | 3:00-3:30 20 (30 20 min) | Caitlin | Configuration activities in Aug Configuration approach by PPC? Would like to understand from ExL what’s able to be changed/corrected and what must be configured accurately and cannot easily be corrected. Post-migration configuration is sometimes less flexible (enable/disable rather than edit) - Caitlin asked Marci (PM) for a list of configurations that cannot be easily changed later.
Training launched. There’s some duplication in communications but training team would rather err on the side of making sure we don’t miss anyone. Assessment and testing - preparing now for the release of the Alma and Primo environments Fulfillment activities in Aug Finish up visioning in Aug - what does an amazing SILS look like next year? What does success look like? What principles or ideas will guide your work over the next year. This will be useful for ELs as well as FGs. PSELG will not do a visioning. They recorded their vision in their team charter. Caitlin: Show and tell reminds me of “how we’ll do testing in Vanguard” Primo VE activities in Sept
Scheduling this meeting? Cancel on a week-by-week basis?Test load will kickoff in early November and will include a full 9-module training, same as during the vanguard. Any red flags with the test load schedule? Configuration is a bigger concern than these dates. After you submit test load data, you cannot resubmit it. Laurie and Le told us “Some configurations in test loads have to stay for cutover.” (Caitlin/Lena will get clarification from ExL on configuration options/changes) Except for libraries, locations, vendors. Do we provide configuration forms twice? When are we locked in and for which pieces of configuration? What if we choose option 1 in vanguard and then option 2 in test? What work goes into moving from 1 option to the other?
Spreadsheet with initial planning dates for test load and beyond
| | - PPC members to take a look at the configuration form and identify any area(s) that may be useful to harmonize across the system. Report back to the PPC group (the form includes primo VE so discovery is included).
- Caitlin/Lena will get clarification from ExL on configuration options/changes (see notes)
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| 3 | Training upcoming (recurring agenda) Ex Libris Meetings - Vanguard | Awareness of upcoming vanguard training. Chairs to remind their groups. Ensure everyone got the invite with Zoom info. See June 26 PPC Notes for overview Determine who Confirm who in PPC will get certified | 3:3020-3:40pm 25pm (10 5 mins) | Caitlin | Upcoming trainings: fulfillment module Who’s going to get certified (from PPC)? Josephine will review training and what questions does everyone have with her Discovery group (study session style). Other ICs expressed similar ideas: for those who don't have the bandwidth now to run through the trainings to have a "train the trainer" style thing of local folks helping other local folks.
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| 4 | Office hours/special meetings Thursdays 2 hour with Ex Libris | Discuss how PPC might facilitate the 2-hour Office hours time for special topics Identify areas of interest and priorities (e.g., authority control) Where to gather, document (in group’s parking lot and bring it to PPC to discuss and prioritize) How to determine which topics/when Ask at SILS chairs?
| 3:25-3:35 (10 min) | Xiaoli | If you have suggestions for topics for these 2-hour slots, send them to Caitlin to bring to Ex Libris PM. What timing makes sense for that discussion? What questions should be asked for Ex Libris to answer. Make sure we provide a couple of weeks notice so the right people can be at the meetings.
| | Consider if you have |
| 5 | SILS Chairs meeting | Awareness of upcoming agendas; Surface topics for discussion; Seek advice and volunteers to present. Question: Should SILS PMs review these decision pages? consult on the RACI? How would this work in practical terms? Wait until after lightning talks discussion? | 3:4035-3:45 40 (5 mins) | Lena | July 15: lightning talks & an open discussion of the Decision page form - what’s working, what could be improved, suggested best practices. Josephine, Xiaoli, Liz, Lisa will talk at the SILS Chairs meeting about their experience (what’s working, not working, suggestions for improvements) 5 minutes each. Checkin with your group about COVID-related impacts on team members work time (likely to see increased pressures in the fall with potential furloughs and increased work when school/university starts). SILS WG asked Lena and Ben (Comm Op Leads) to draft a process overview message for what to do if your time for SILS is reduced. Add to future agenda: Testing in the vanguard environment.
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| 6 | Scheduling | Understand what needs we have around timing | 3:45-3:50 (5 min) | Xiaoli | Scheduling this meeting? Cancel on a week-by-week basis? | Evaluate whether to cancel PPC meetings on a week-by-week basis | - Xiaoli will cancel 7/17 main meeting and SC meeting (party time everyone!)
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| 7 | Testing the Vanguard environment | Briefing on what we know so far | 3:50-4:00 (10 min) | Caitlin | Before our environment is handed to us. 1 sys admin account will be created for each vanguard IZ/NZ. The admin can create as many accounts as they want. No limitations. Account come over in the vanguard data load for staff so it’s a matter of setting permissions. Who needs an account from FG perspective? Make sure there’s a good reason so we don’t create work in creating accounts. Could be privacy concerns around the data which may affect who gets accounts. NZ is viewable by everyone from their IZ so you don’t need an account to the NZ. See item 3 in PM meeting notes Vanguard buddies is a good idea for testing for FGs! Can we create generic “shared” role accounts for non-vanguard institutions? Ex Libris offered to do an NZ show-and-tell demo for non-vanguard campuses (since we know everyone is interested!) Funds is a good example of an area everyone wants to see but you don’t want to touch the data. Perhaps the Alma campuses can provide a cheat sheet on roles (UCD) to make creating accounts easier.
| | - Caitlin Nelson to ask if we can create generic “shared” role accounts for non-vanguard institutions?
- PPC to document use cases for FG to have accounts/access to NZ
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| 8 | Alma Migration Considerations for Consortia | Review the information to ensure all the areas are covered | 3:4540-43:00pm 55pm (15 5 mins) | Chair | Postponed from 6/19 & 6/26 meetings- Done! Alma Migration Considerations for Consortia | 6 | Homework | 7 - Everyone is working on this and talking about it in the NZ/IZ decision pages at this point. Authority control will be a big deal for implementation - some campuses have authority records and others don’t. It came up in Office hours yesterday. Liz’s group will think about the timing for when this discussion should take place. Potentially a topic for the 2-hour office hours slot | | |
| 9 | Homework | | | | If you have suggestions for topics for these 2-hour slots, send them to Caitlin to bring to Ex Libris PM. What timing makes sense for that discussion? What questions should be asked for Ex Libris to answer. | | |
| 10 | Parking Lot | | | | | | |
| 811 | | TOTAL | 90 / 90 | | | | |